Data Usage and Privacy with AI

The AI Crew helps you write and revise texts (e.g. in the AI Studio or when creating posts manually in the post editor). To keep this safe and transparent, it's important to know which information is processed – and what you'd better not enter.

This page explains the basic principles in plain language. If you have internal guidelines or legal requirements, those should apply in addition.

If you first want to get a general sense of the AI Crew (use cases and limits), start here: AI Crew: Overview (Cleo, Nova & more).

For the complete, official privacy policy, see: https://knowyourchat.com/privacy

Which data does the AI Crew use?

To generate texts, the AI Crew typically processes:

• your prompt / your topic (what you type into the text field)
• settings you select (e.g. language, platform, tone of voice, length, type of post)
• context you deliberately add (e.g. target audience, goals, CTA)

Depending on the feature, the following may also be processed:

• Media you upload in the AI Studio (image/video), so that a matching text can be derived from it.

If you're working from media, this guide is the right starting point: Quickly create a post from media.

What should you not enter?

Don't enter any information you wouldn't share internally either.

This typically includes:

• passwords, login credentials, API keys
• personal data that isn't necessary (e.g. private phone numbers)
• confidential contract details, internal price lists, or unpublished figures
• customer data that doesn't belong in a social media text

⚠️ Rule of thumb: If you're unsure whether something belongs in the AI, leave it out or anonymize it.

Storage and access

In practice, what matters most is:

• Only people with the appropriate roles & permissions in the workspace should be able to see or edit AI texts.If you want to clarify who on the team can do what (creating, review, approval), see: How do I manage members (Workspace)?.
• AI results should be treated as a draft until they have been checked and approved.These two pages go well with that:
  • AI + approval process: collaborating as a team
  • AI quality check: facts, style, and compliance

Additional key points from our privacy policy (in brief):

• Hosting: Website content is hosted on Amazon Web Services (AWS).[1]
• CDN: Amazon CloudFront is used for content delivery.[1]
• Data transfers to third countries: If data is transferred to the USA, this happens on the basis of appropriate safeguards (e.g. EU standard contractual clauses) and/or certifications (EU-US Data Privacy Framework, where applicable).[1]

If your team needs binding wording, it's best to link to the official privacy policy or cite it as your internal standard.

Best practices for teams

If you use AI regularly as a team, it helps to clearly define two standards: How do we write? and how do we review?

• For tone of voice and no-gos: Brand voice with AI: tone of voice & style guide
• For the quick check before publishing: AI quality check: facts, style, and compliance
• Define which information is allowed in prompts (e.g. product descriptions yes, internal figures no).
• Use a shared brand voice template instead of confidential examples.
• Make the AI quality check your standard (facts, claims, compliance).

Frequently asked questions

Can I use AI without entering internal data?

Yes. You'll usually get good results with just a topic, target audience, goal, and tone of voice.

Can I use customer names in prompts?

Only if it's really necessary for the text. When in doubt, anonymize (e.g. "a customer from the automotive industry").

Why is the post assistant more sensitive?

Because media is uploaded there. Only use media that is intended for this purpose (e.g. approved image/video material).

Which data is processed for connected social media accounts?

If you're unsure whether a connection is still set up "cleanly" (or which permissions currently apply), this page also helps: How do I manage my social media accounts?.

When social media accounts are connected, the following may be processed depending on the platform and permissions, among other things:

• statistics and analytics information
• metadata about posts/messages (e.g. date/time, likes, comments)
• content you upload or create via KNOWYOURCHAT (posts, images, videos)
• profile/account information (e.g. username, profile picture, follower counts)[1]

How can I have my data deleted?

According to the privacy policy, you can request data deletion by emailing datenschutz@knowyourchat.de (subject line "Datenlöschung").[1]

✅ Recommendation: Treat prompts like internal communication: as much context as necessary, as little sensitive data as possible.

Further reading (related pages)

• AI Crew: Overview (Cleo, Nova & more) – what the AI Crew is suited for (and what it isn't).
• AI + approval process: collaborating as a team – how to take AI drafts cleanly through review and approval.
• AI quality check: facts, style, and compliance – the standard check before publishing.
• Brand voice with AI: tone of voice & style guide – shared guardrails so you sound consistent.
• How do I manage members (Workspace)? – roles and permissions for AI/review/approval.
• Quickly create a post from media – when media is uploaded and sensitivity increases.
• How do I manage my social media accounts? – when connections, permissions, or tokens affect features.

ℹ️ Note: This page is a practical summary, not legal advice. For details, the official privacy policy applies.